REPORT TO COUNCIL
SUBJECT
Title
Authorize Amending an Existing Contract with Questica, Inc., to Renew Annual Software Maintenance, Support, and Hosting for Three Years (F23-166)
Report
REPORT IN BRIEF
Approval is requested to amend an existing contract with Questica, Inc., of Burlington, Ontario for annual software maintenance, support, and hosting for the three-year extension period in an amount not-to-exceed $301,570.80.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $250,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organization or administrative activity that will not result in direct or indirect changes in the environment.
BACKGROUND AND DISCUSSION
The City selected the Questica SaaS budget system in 2017 (RTC No. 17-0606) through a completive process because it best met the City’s budgeting and financial planning needs. This request is to renew the SaaS agreement for a three-year term.
Last year, the City completed an annual renewal of maintenance and support for Questica after the initial 5-year term of the agreement expired. However, this year the vendor quoted a ten percent annual increase due to inflation. Instead, staff negotiated a three-year renewal agreement which includes five percent annual increases to moderate cost fluctuation. The total cost of the renewal is $301,570.80 over three years, consisting of three annual payments of $100,523.60.
FISCAL IMPACT
Costs for support and maintenance are budgeted in the Technology and Communication Sub Fund of the General Services Fund.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the City Manager to execute the First Amendment, in substantially the same form as Attachment 1 to the report, to an existing contract with Questica Inc., to extend the term for three years in a total contract amount for the extension period not to exceed $301,570.80; and
- Authorize the City Manager to amend the not-to-exceed amount, subject to available budget, providing pricing and services remain acceptable to the City.
Staff
Prepared by: Lisa Vo, Purchasing Officer
Reviewed by: Kathleen Boutté Foster-Gee, Chief Information Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. 2023-24 Sunnyvale - Amendment Multiyear Renewal